disaster and security planning of archival material

3. Presented To:
Dr. Shafiq-Ur-Rehman sb
Presented By:
M. Yasir Iqbal
Iqra Tasif Ali
Hina Amjad
Asmara Aziz

4. Contents
Security
Electronic security
Physical security
Collection security
Secure for staff
Secure from research
Disaster and Emergency
Disaster planning
Disaster prevention
Preparedness for disaster
Objectives of disasters
Disaster planning focus

5. Contents
Vital record program
Identify record
Anticipating potential disasters and emergencies
Devising protection
Duplication and dispersion
On-site protection
Off-site storage
Disaster Response and Recovery
Recovery Water Damage Records
Recover fire damage records
Planning for storage areas

6. Security
“ Security is an archival and records management
function concerned with the protection of documents
from unauthorized access or damage or loss from
fire, water, theft, or destruction.”
(society of American archivists)

7. Electronic Security
An archives trying to address security issues needs to consider
two aspects:
1. Physical Security
2. Collection Security

8. 1-Physical Security
Physical security deals with the repository and the building.
 There are six steps for physical security.
1. Doors should be strong and well made.
2. Locks should be deadbolt
3. Windows should be strong
4. Alarms to detect after entry hours
5. Keys should be carefully issued and monitored
6. Minimum information should be given on book labels

9. 2-Collection Security
Collection security involves making sure that documents
do not disappear either during use or other times.
Archival material secure from theft. Thief can be a:
1. Staff member
2. Users or researcher

10. Secure from Staff
Archivists should be alert to the following:
1. Materials consistently out of their usual locations
2. One person should be involve for reporting missing
items
3. A staff member unconcerned about pursuing missing
items
4. Staff member’s disregard for established rules and
procedures

11. Secure form Researchers
Archives can take a number of precautions to reduce the
danger:
1. Require the researcher to present valid identification
2. Establish and enforce some basic research rooms rules
3. There should be only one exit
4. Supervise researchers for the use of material
5. Consider ways to protect valuable items in your
collections
 Remove originals and replace them with photocopies
 Microfilm the entire valuable materials

13. Disaster
“A disasters is an unexpected occurrence inflicting widespread
destruction and distress and having long term adverse effects
on organization operations.”
(National Archives and Record Administration)

14. Emergency
“It is situation or occurrence of a serious nature, developing
suddenly and unexpectedly, and demanding immediate
action.” (National Archives and Record Administration)
i.e.
Power failure, pipe leakage etc.

15. Information Gathering about
Disaster Planning
Risk assessment,
Recovery Priorities,
Rehabilitation procedures,
Resource lists
Establish Authority

16. Disaster Planning
“Disaster planning deal with the problems caused by
natural elements as well as human being”
This usually involves four phases :
1. Prevention
2. Preparedness
3. Response
4. Recovery

17. 1- Disaster Prevention
Identify and minimize the risks posed by the building, its
equipment and fittings, and the natural hazards of the area.
 building inspection
 Good housekeeping
 Good monitoring
 Regular schedule inspection
 Install automatic fire detection and water-sensing alarms.
 special arrangements for safety
 security copies of vital records
 comprehensive insurance

18. 2-Preparedness for Disaster
Identify disaster recovery resources
Secure a budget
Purchase and distribute in-house supplies
Review policies and procedures for disasters or emergencies
Write the disaster plan
Train staff
Conduct pre-planned tests
Review and report every emergency
Modify plan
Update plan

19. Objectives of disaster planning
 To protect the people, archives and materials.
 To reduce possibility of a disaster
 To reduce effects of disaster if happens
 To expedite response and recovery efforts in an organized and
systematic manner.

20. Disaster planning focus
 The narrow focus
• Plan only for protection and restoration of record already in
archives
 The broad focus
• Vital records of the organization, no matter who holds
custody.
• i.e.
• Emergency operating records
• Legal and financial rights records

21. Vital Record Program
There are four steps of vital record program;
 Identifying record that should be protected
 Anticipating potential disasters and emergencies
 Devising method of protection
 Planning responses

22. Identifying record
• Establish priorities for protection and recovery.
In first priority,
• Impossible to replace or
replicate,
• Have prime research value
• Have significant monetary
value
In second priority, • Difficult to replace
• Provide significant
operational or research
resource
In third priority, • Can be replaced(original or
republic form)

23. Anticipating potential disasters
and emergencies
• It may be natural or man-made
Natural disaster includes,
• Hurricanes
• Flood
• Tornados
• Major fires
• Earthquake
Man-made emergencies
• Electrical issue
• Water leakage
• Fire

24. Devising protection
There are three kinds of devising protection
 Duplication and Dispersal
 On-site protection
 Off-site protection

25. 1-Duplication and Dispersal
“An effective way to protect records against disasters is to
store a second copy at another location.”
i.e. Digitalization
Factors for vital records:
 Copies of emergency operating vital records
 Copies of legal and financial right records

26. on-site protection
These record available for immediate reference
(i.e. Current accounting record)
• On-site protection involves,
• Fire proof storage
• Cabinet protection for papers

27. Off-site storage
• “It is the strategy of sending critical data out of the
main location (off the main site) as part of a disaster
recovery plan.”
• It needed to evaluate the potential storage location
carefully
For Examples
• Original corporate charter off the premises

28. Example of disaster Planning
.

29. Disaster Response and Recovery
• Assess the disaster situation
• Contact the insurer
• Convene required staff and experts
• Setup a command post
• Activate plans
• Building safety
• Stop the source of problem
• Stabilize environment
• Protection of record
• Recover damage record

30. Recovery Water Damage
Records
• Regularly inspect roof and drainage
• Pipes and plumbing in good condition?
• Avoid basement storage
• No water sources above collections
• Shelve at least 4 inches off the floor
• Use water detectors where needed

31. Recover fire damage records
• Building design
• Fire detection and signaling
• Fire suppression
• Staff fire safety training
• Prohibited Open flames
(lighters, cigarettes, portable heaters)

32. Planning for storage areas
Keep separate group of soaked record
Use cubic foot boxes
Frozen records
Vacuum freeze drying
Use of microfilm and other photographic
media

33. Digital records Disaster
Uninterruptable Power Supply
Virus Detection Software
Theft or hang out
Deletion

34. Digital record disaster
planning
 Use virus detection software
 Password protected access
 Soft copies off-site
 Backup schedule
 Cooperative recovery agreement
 Recoverability from other source